REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS TREE TRIMMING SERVICES AS-NEEDED BASIS (PC777) Issue Date: June 12, 2014 Proposals Due: July 2, 2PM PST Issued by: Housing Authority of the County of San Bernardino 715 E. Brier Drive San Bernardino, CA Page 1 of 25

2 REQUEST FOR PROPOSALS TREE TRIMMING SERVICES AS-NEEDED BASIS (PC 777) Table of Contents I. INTRODUCTION... 3 II. PURPOSE... 3 III. BOARD... 3 IV. ADMINISTRATIVE PERSONNEL... 3 V. SCOPE OF SERVICES... 3 VI. RFP INSTRUCTIONS... 4 VII. RFP QUESTIONS FOR PROVIDERS... 6 VIII. RFP REVIEW... 6 IX. COMPANY QUALIFICATIONS... 7 X. SELECTION CRITERIA... 7 XI. RFP REQUIREMENTS AND CONDITIONS... 7 XII. INSURANCE REQUIREMENTS... 8 XIII. CONTRACT CONDITIONS... 9 EXHIBITS: A. SCOPE OF WORK B. CONTACT INFORMATION FORM C. PROPOSAL FORM Page 2 of 25

3 HOUSING AUTHORITY OF THE COUNTY OF SAN BERNARDINO Tree Trimming Services As-Needed Basis I. INTRODUCTION The Housing Authority of the County of San Bernardino (HACSB) is one of the nation s most progressive and proactive housing authorities and the largest provider of affordable housing in the County. HACSB owns 2,514 affordable housing units located throughout the County of San Bernardino. We proudly serve in excess of 30,000 people, most of whom are seniors, disabled individuals, and children. In 2008, the agency embarked on an agency wide strategic planning process with the following objectives: help clients achieve economic independence, ensure freedom of housing choice, and save tax payer dollars through efficient work. This has allowed us to enhance our work around our mission and service philosophy. Ultimately, our Mission of empowering all individuals and families in need to achieve an enriched quality of life by providing housing opportunities and resources throughout San Bernardino County is our top priority. As we see the demand for affordable housing increase, the limited affordable housing supply we currently have available is not enough to house the thousands of families in need. As a developer of sustainable affordable and market rate housing, over the years we have expanded our housing stock in an attempt to meet the county s growing needs. Working diligently to acquire, build, and renovate properties, we incorporate the concept of mixed income communities, build utilizing green technology, and provide recreational and educational facilities for everyone s use. Additionally, we are here as a stepping stone for families who need help building a foundation for a brighter future. Therefore, aside from providing housing, we assist our customers with ways of becoming economically independent. In collaboration with our partners, we provide: family/individual case management and counseling; career training and job placement; program integrity; homeownership assistance; college scholarships, to name a few. We value our vendors and contractors as partners in our mission to empower all individuals and families in need to achieve an enriched quality of life by providing housing opportunities and resources throughout San Bernardino County. The HACSB is seeking proposals from interested, qualified, organizations/individuals to provide Tree Trimming Services on an as-needed basis for the public housing complexes and various agency-owned scatter sites throughout the County of San Bernardino. Page 3 of 25

4 Service/Area Offices: Waterman Gardens 425 Crestview Avenue & 402 Alder Street San Bernardino, CA Redlands, Highland, Loma Linda Yucaipa Redlands Public Housing 131 East Lugonia Redlands, CA Chino, Colton, Ontario, Montclair, Rancho Cucamonga, Fontana, Bloomington, Rialto Chino Public Housing Monte Vista Ave. Chino, CA Victorville, Apple Valley, Adelanto, Hesperia Barstow Public Housing 421 South 7 th St. Barstow, CA Service /Area Offices: Medical Center-San Bernardino 1738 West 9 th St. San Bernardino, CA Mt. Vernon Colton 772 Pine St. Colton, CA Barstow Barstow Public Housing 421 South 7 th St. Barstow, CA Palms, Yucca Valley, Joshua Tree Redlands Public Housing 131 East Lugonia Redlands, CA Proposers may submit bids on a lot by lot basis (management point) and/or the entire proposal. Proposals will be accepted and awarded by geographic area. Contractors may submit proposals for all or some of the service areas. Successful Contractor(s) awarded for a service area will be required to provide their services to all locations within the geographic service area. It is the intent of the HACSB to award multiple contracts for the Agency and/or individual service areas. Evaluation and awards will be made to the proposer(s) who best meet the needs of the HACSB. II. III. IV. PURPOSE The purpose of this Request for Proposals is to solicit responses from qualified companies to furnish services to the HACSB as identified in the Scope of Work of this request. BOARD The powers of the HACSB are vested in its Board of Commissioners. ADMINISTRATIVE PERSONNEL Dan Nackerman is the President/CEO of the HACSB. V. SCOPE OF SERVICES Respondents will be expected to provide Tree Trimming Services As-Needed Basis as outlined in Scope of Work Exhibit A (Please make sure you read and understand these requirements clearly). Page 4 of 25

5 VI. RFP INSTRUCTIONS a. Contact Information This RFP is being issued, as well as any addenda by the HACSB. The contact person for the HACSB is: Angie Lardapide, Procurement and Contracts Dept. 715 E. Brier Drive San Bernardino, CA (909) ext All requested proposal items requested on this RFP document must be uploaded to the Public Purchase website. Any and all other additional pricing and or support documentation must be uploaded as well for review. Please make sure to include the following: Identification of the company or individual(s) including name, address, telephone number, fax number, and address (contact form p.21) Name, title, address and telephone number of contact person during the period of the evaluation process All requirements per the scope of work 2. Facsimile Copies or s will not be accepted. All proposals will become property of the HACSB upon submission. b. RFP Submission and Format By this Request for Proposals, the HACSB solicits proposals to be received by 2PM PST on Wednesday, July 2, 2014 in the form outlined below. Late submittals will not be accepted. c. RFP Terms and Conditions The HACSB reserves the right to select more than one respondent (and will accept joint venture proposals), to select a respondent(s) for specific purposes or for any combination of specific purposes, and to defer the selection of any respondent(s) to a time of the HACSB s choosing. d. Board and Staff Communications Under no circumstances may any member of the HACSB or any staff member other than the contact specified in Section VI. a. above be contacted during this RFP process by any entity intending to submit a response to this RFP. Failure to comply with this request will result in disqualification. All questions should be submitted on Public Purchase and directed to the individuals identified in Section VI. a above. Page 5 of 25

6 e. Timetable Event Date Request for Proposal Released June 12, 2014 Due Date for Questions June 18, 2PM PST Posting of Responses for Questions June 23, 2014 Proposals Due July 2, 2PM PST Evaluation Process July 17, 2014 Board Approval (if required) August 2014 Award Contract August 2014 If you have questions regarding this proposal, you must submit them on the Public Purchase website no later than 2PM PST June 18, Responses to all appropriately submitted questions will be posted on the Public Purchase website on or before June 23, The deadline for submissions in response to this Request for Proposals is 2PM PST, July 2, Telephone or fax responses will not be accepted for this request. It is the intent of the HACSB to select a Tree Trimming Services Provider no later than August f. Release of Information Information submitted in response to this RFP will not be released by the HACSB during the proposal evaluation process or prior to a contract award. g. Proprietary Information If a respondent does not desire certain proprietary information in their response disclosed, the respondent is required to identify all propriety information in the response, which identification shall be submitted concurrently with the response. If the respondent fails to identify proprietary information, it agrees by submission of its response that those sections shall be deemed nonproprietary and may be made available upon public request after a contract award. h. Term of Contract HACSB intends to award a contract for its requirements as follows: The contract period of performance is for two (2) years, beginning on or about August 15, 2014 and expiring August 14, Page 6 of 25

7 Contractor shall perform its services hereunder in a prompt and timely manner and shall commence performance upon receipt of a written Notice to Proceed from HACSB. The Notice to Proceed shall set forth the precise date of commencement of the work. Contractor shall make its non-exclusive services available during the entire contract period. HACSB may award the contract at a time other than that stated in the Schedule. In which case HACSB, at its option, may shorten the duration of the contract or change the beginning and end dates, but in no case will the contract exceed the duration in as aforementioned. i. Wage Rate: Contractor shall pay its employees that perform such work as stated within this RFP at a rate not less then HUD-Determined Wage Rates of $8.00 plus $0.47 fringe benefits. Information on the most current rates may be obtained from the following location: j. Price Escalation: After the first contract period (and at the beginning of any ensuing contract period, there may be an escalation of labor costs allowed in the same amount of an escalation that occurs pertaining to the State of California Prevailing Wave Rates or the applicable Department of Labor Wage rate. For example if, if, ant the end of the first contract period the listed Prevailing/DOL wage rates increase 5% as compared with the listed rates on the date of the bid submittal deadline, the Contractor will be entitled to a 5% increase in to the labor rates that they submitted in response to the proposal. For the option years, January 3 will be used for the baseline date to determine the listed wage rate. There shall be no more than one of these adjustments within any 12 month period during the contract. If the responsible governmental agency increases any rate more than once in a 12-month period; an exception may be granted. k. HACSB Reserves the Right to: 1. Request an oral interview with, and additional information from, companies/individuals prior to final selection of a provider. 2. Consider information about a company/individual in addition to the information submitted in the response or interview. 3. Reject any and all responses and waive any irregularities. Page 7 of 25

8 VII. RFP QUESTIONS FOR PROVIDERS a. Organizational and Personnel Background Provide an overview of your company, emphasizing its qualifications and major organizational strengths. b. Experience Discuss your experience, in serving as a provider of Tree-Trimming Services As-Needed Basis services. c. Miscellaneous Discussion Questions 1. Identify the specific individuals who would be assigned to work with the HACSB and specify which person would be the primary contact person with the HACSB. 2. Identify the specific locations for which you are proposing to provide services on Proposal Form Exhibit C. 3. Provide an estimate of the time that will be required to begin Tree Trimming Services As-Needed Basis as-needed basis as outlined in Exhibit A. d. Price Please provide a cost to each service area for the rendering of services and clearly specify if any additional expenses will be charged to the HACSB in connection with this proposal. Proposers may bid on one, multiple, and/or all service areas. e. Affirmative Action The HACSB requires that each respondent be an Equal Opportunity Employer: State that the respondent complies fully with all government regulations regarding nondiscriminatory employment practices. VIII. RFP REVIEW At a HACSB meeting, scheduled after such review, some of the companies that have responded may be asked to be available for interviews. If so, those companies will be given not less than three (3) business days notice, along with the date, time and place for the interviews. Expenses will be the responsibility of the respondent. IX. PRE-BID CONFERENCE None Scheduled. However, contractors who would like to view each site can do so by contacting each office or site to make arrangements with the Property Manager or their Page 8 of 25

9 designated Senior Maintenance person. Phone numbers will be provided upon request. X. COMPANY QUALIFICATIONS Proposals shall be considered from responsible organizations or individuals engaged in the performance of Tree Trimming Services As-Needed Basis Services. Proposals must include information on competency in performing comparable Tree Trimming Services As-Needed Basis Services, demonstration of acceptable financial resources, and personnel staffing. The vendor shall furnish detailed information on references, as well as background and experience with projects of a similar type and scope to include as a minimum: a. Brief history of company b. A listing of five (5) references where similar services were performed. The client reference shall include the name of organization, contact person, address, and telephone numbers. c. Vendor shall describe their understanding of the project scope, their proposed approach to performing the services, and submit a proposed schedule. XI. SELECTION CRITERIA All proposals will be initially evaluated to determine if they meet the following minimum requirements: Minimum Proposer Qualifications (pass/fail): a. Experience of organization: Have at least three (3) years experience in providing Tree Trimming Services for rental units for other similar sized entities with similar scope; b. Provide at least five (5) references for which like services have been performed within the past five (5) years; The HACSB reserves the right to contact any party that the Proposer has worked for in the past and to reject a Proposer based on past poor performance. c. Meet other presentation and participation requirements listed in this RFP; d. Have no outstanding or pending complaints as determined through the Better Business Bureau, State of California Contractor s State License Board and State of California Department of Consumer Affairs, and have no unsatisfactory record of performance with any public agency; and e. Have the administrative and fiscal capability to provide and manage the proposed services. Page 9 of 25

10 Contract shall be awarded to the lowest responsive and responsible BIDDER who fulfills the minimum requirements of this proposal. In the event of a tie low bid, the proposer who offers and guarantees superior service times, bettering the requirements in this solicitation, shall be considered the top candidate for contract award. XII. RFP REQUIREMENTS AND CONDITIONS Minimum Requirements This RFP sets forth the minimum requirements that all submissions shall meet. Failure to submit proposals in accordance with this request may render the proposal unacceptable. Cost of the Proposal Costs incurred by any proposer in the preparation of its response to the RFP are the responsibility of the proposer and will not be reimbursed by the HACSB. Proposers shall not include any such expenses as part of their proposals. Clarification to Proposals The HACSB reserves the right to obtain clarifications of any point in a company s proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a proposer to respond to such a request for additional information or clarification could result in rejection of the company s response or responses. Cancellation of the RFP The HACSB reserves the right to cancel this RFP at any time, for any reason, and without liability if cancellation is deemed to be in the best interest of the HACSB. The proposer assumes the sole risk and responsibility for all expenses connected with the preparation of its proposal. Collusion Proposer, by submitting a proposal, hereby certifies that no officer, agent, or employee of The HACSB has a pecuniary interest in this Proposal; that the Proposal is made in good faith without fraud, collusion, or connection of any kind with any other proposer; and that the proposer is competing solely in its own behalf without connection with, or obligation to any undisclosed person or company. Contacts All questions concerning the RFP shall be directed to Angie Lardapide whose contact information is provided above. To avoid all appearances of impropriety proposer should only contact the above referenced staff person and should not attempt to contact any HACSB Commissioner or the President/CEO. No oral request for clarification or information will be accepted. All such requests must be submitted through the public purchase website no later than 2PM PST on June Page 10 of 25

11 18, All questions and clarifications shall be answered and posted to the site no later than June 23, 2014 to all respondents who have been duly recorded as having received a copy in the HACSB s RFP distribution log. Disputes In case of any doubt or differences of opinions as to the participation sought hereunder, or the interpretation of the provisions of the RFP, the dispute process shall apply. Contractors may appeal the recommended award, provided the appeal is in writing, contains the RFP number, is delivered to the address listed in Section VI, a. of this RFP, and is submitted according to the time requirements listed below. The following shall apply to protests (unless otherwise specified, this section will use the term protest to also include disputes and appeals): Solicitation: Contractors may protest a solicitation issued by HACSB. It must be received by the Contracting Officer before the bid or proposal submittal deadline, or it will not be considered. Award IFB: Any protest against the award of a contract based on an IFB must be received by the Contracting Officer no later than two full business days after the bid submittal deadline, or before award of the contract, whichever is earlier, or the protest will not be considered. Award RFP/RFQ: Any protest against the award of a contract based on an RFP or RFQ or appeal of a decision by HACSB to reject a proposal, must be received by the Contracting Officer within three business days after notification to an unsuccessful proposer that they were not selected, or the protest will not be considered. Rejection of Bid: Any protest of a decision by HACSB to reject a bid submitted in response to an IFB must be received by the Contracting Officer within two business days after being notified in writing of HACSB s decision, or the appeal will not be considered. A written response will be directed to the appealing Contractor within fourteen (14) calendar days of receipt of the appeal, advising of the decision with regard to the appeal and the basis for the decision. The decision of the HACSB shall be final and binding upon all parties. XIII. INSURANCE REQUIREMENTS A. Proof of Insurance, shall not be terminated or expire without thirty (30 days written notice, and are required to be maintained in force until completion of the contract. The Contractor shall require all subcontractors used in the performance of this contract to name HACSB as an additional insured. Following are the standard types and minimum amounts. Page 11 of 25

12 General Liability: $1,000,000; per occurrence for bodily injury, personal injury and property damage liability; HACSB Additional Insured or, Commercial General Liability: $3,000,000; combined single limit bodily and property damage liability per occurrence; HACSB additional named insured. Comprehensive Automobile Liability: $1,000,000; combined single limit bodily and property damage liability per occurrence and aggregate; HACSB Additional Insured. Errors and Omissions Liability: $1,000,000; combined single limit bodily and property damage liability per occurrence and $3,000,000 aggregate or, Professional Liability: $1,000,000; per occurrence and aggregate. Workers Compensation: $1,000,00 per accident for Bodily Injury or Disease. Self Insurance Program: a State Approved program in an amount and form that meets all applicable requirements of the Labor Code of the State of California. Environmental Liability: $500,000; per occurrence and aggregate; HACSB Additional Insured. Owner s Liability: 100% of insurable value of the work, Builder s Risk, Extended coverage for Vandalism and Malicious Mischief, if required; HACSB additional named insured. Fire Insurance with Extended Coverage: 100% of insurable value of the work; Builder s Risk, Extended coverage including Vandalism and Malicious Mischief, if required; HACSB Additional Insured. B. Failure to provide proof of insurance or failure to maintain insurance as required in this bid, or by law; are grounds for immediate termination of the contract. In addition, the awarded bidder should be liable for all reprocurement costs and any other remedies under law. C. Indemnification and Insurance Requirements 1. Indemnification The Contractor agrees to indemnify, defend and hold harmless HACSB and its authorized officers, employees, agents and volunteers from any and all claims, actions, losses, damages, and/or liability arising out of this Contract from any cause whatsoever, including the acts, errors or omissions of any person and for any costs or expenses incurred by Page 12 of 25

13 HACSB on account of any claim therefore, except where such indemnification is prohibited by law. 2. Additional Named Insured All policies, except for the Workers' Compensation, Errors and Omissions and Professional Liability policies, shall contain additional endorsements naming HACSB and its officers, employees, agents and volunteers as additional named insured with respect to liabilities arising out of the performance of services hereunder. 3. Waiver of Subrogation Rights The Contractor shall require the carriers of the above required coverages to waive all rights of subrogation against HACSB, its officers, employees, agents, volunteers, Contractors and subcontractors. 4. Policies Primary and Non-Contributory All policies required above are to be primary and non-contributory with any insurance or self-insurance programs carried or administered by HACSB. 5. Proof of Coverage The Contractor shall immediately furnish certificates of insurance to HACSB Procurement Department administering the Contract evidencing the insurance coverage, including the endorsements above required, prior to the commencement of performance of services hereunder, which certificates shall provide that such insurance shall not be terminated or expire without thirty (30) days written notice to the Department. Contractor shall maintain such insurance from the time Contractor commences performance of services hereunder until the completion of such services. Within sixty (60) days of the commencement of this Agreement, the Contractor shall furnish certified copies of the policies and all endorsements. 6. Insurance Review The above insurance requirements are subject to periodic review by HACSB. HACSB's Risk Manager is authorized, but not required, to reduce or waive any of the above insurance requirements whenever the Risk Manager determines that any of the above insurance is not available, is unreasonably priced, or is not needed to protect the interests of HACSB. In addition, if the Risk Manager determines that heretofore, unreasonably priced or unavailable types of insurance coverage or coverage limits become reasonably priced or available, the Risk Page 13 of 25

14 Manager is authorized but not required, to change the above insurance requirements, to require additional types of insurance coverage or higher coverage limits, provided that any such change is reasonable in light of past claims against HACSB, inflation, or any other item reasonably related to HACSB's risk. Any such reduction or waiver for the entire term of the Agreement and any change requiring additional types of insurance coverage or higher coverage limits must be made by amendment to this Agreement. Contractor agrees to execute any such amendment within thirty (30) days of receipt. XIV. CONTRACT CONDITIONS Americans with Disabilities Act Proposer must comply with all applicable requirements of federal and state civil rights law and rehabilitation statues. Law of the State of California The resulting contract will be entered into within the State of California and the law of said state, whether substantive or procedural, shall apply to the contract, and all statutory, charter and ordinance provisions that is applicable to public contracts within the County of San Bernardino and the State of California shall be followed with respect to the contract. Contract Terms and Final Selection The selected company/individual will be expected to sign the HACSB s Contract Agreement, which will specify the term of service, likely to be annually. If the selected applicant and the HACSB cannot come to terms with respect to the contract, the HACSB reserves the right to select the next most qualified applicant or to terminate this RFP and to re-issue a new RFP if no Proposer is acceptable to the HACSB. Page 14 of 25

15 EXHIBIT A TREE TRIMMING SERVICES AS NEEDED BASIS (PC777) SPECIFICATION PART 1 GENERAL It is the intent of this RFP is to establish a term contract, with a vendor or multiple vendors for the Housing Authority of the County of San Bernardino for labor, materials and equipment necessary to provide Tree Trimming Services for rental units on an as needed basis. HACSB owns and manages multiple public housing units in a variety of configurations, throughout the County. The HACSB is looking for the most responsive and responsible vendor that will be committed to provide the best level of service in maintaining the HACSB's trees. Through a competitive qualification and bid based procurement process, the Housing Authority of the County of San Bernardino intends to enter into an agreement with a qualified vendor for Tree Trimming Services. All work is to be performed according to industry standards, and to the requirements and satisfaction of HACSB. The Contractor will perform Tree-Trimming Services for buildings owned and/or operated by HACSB and located throughout San Bernardino County as requested by the HACSB Property Manager or their designated Senior Maintenance person. The HACSB offers no guarantee of any amount of work to be performed under the Contract. The repeated failure of any Contractor to provide service when contacted shall result in that Contractor's contract being canceled for nonperformance. The HACSB shall document failure to respond, and the Contractor may not be permitted to participate in future contracts for these services. SERVICE AREA LOCATIONS: Service /Area Offices: Chino, Colton, Ontario, Montclair, Rancho Cucamonga, Fontana, Bloomington, Rialto Chino Public Housing Monte Vista Ave. Chino, CA (All areas and public housing units under this management point) Waterman Gardens 425 Crestview Avenue & 402 Alder Street San Bernardino, CA (All areas and public housing units under this mgmt point) 29 Palms, Yucca Valley, Joshua Tree Redlands Public Housing 131 East Lugonia Redlands, CA (All areas and public housing units under this management point) Barstow Barstow Public Housing 421 South 7 th St. Barstow, CA (All areas and public housing units under this management point) Service /Area Offices: Medical Center-San Bernardino 1738 West 9 th St. San Bernardino, CA (All areas and public housing units under this management point) Mt. Vernon Colton 772 Pine St. Colton, CA (All areas and public housing units under this management point) Redlands, Highland, Loma Linda Yucaipa Redlands Public Housing 131 East Lugonia Redlands, CA (All areas and public housing units under this management point) Victorville, Apple Valley, Adelanto, Hesperia Barstow Public Housing 421 South 7 th St. Barstow, CA (All areas and public housing units under this management point) Page 15 of 25

16 Proposals will be accepted and awarded by geographic area. Contractors may submit proposals for all or some of the service areas. Successful Contractor(s) awarded for a service area will be required to provide their services to all locations within the geographic service area. It is the intent of the HACSB to award multiple contracts for the Agency and/or individual service areas. GENERAL REQUIREMENTS Services to be provided by the Contractor may include any or all of the following items: 1. The Housing Authority of the County of San Bernardino is responsible for trimming trees located at various public housing and authority-owned properties located throughout the County of San Bernardino. The goal of the Tree Trimming Services program is to keep all HACSB-owned trees trimmed. The intent of this document is to solicit proposals from highly trained and qualified vendors with experience in providing Tree Trimming Services. When assessments are requested by HACSB, it is preferred that the assessments be performed by a certified arborist in order to substantiate the assessment provided is accurate. 2. The vendor will be expected to use its own equipment, tools, traffic control and manpower to trim the HACSB's trees. The vendor will also be responsible for material disposal. 3. The contractor shall be responsible for providing trimming services for all trees above 20 feet in height. Trees less than 20 feet are maintained through HACSB s contracted landscapers. 4. General Tree Trimming may consist of the following: 1) Tree trimming 2) Tree aesthetic trimming 3) Palm tree trimming 4) Tree and stump removal 5) Root pruning 6) Tree planting 7) Erosion cover as needed PROJECT COORDINATORS 1. The HACSB project coordinator for this project is the Property Manager or their designated Senior Maintenance person, who can be contacted via telephone numbers, which will be provided to the awarded contractor(s). Any work at the site shall be scheduled through HACSB at least forty-eight (48) hours in advance of the work. 2. The contractor shall provide a Project Coordinator for the duration of the term of this agreement. 3. The contractor's Project Coordinator shall have a cellular telephone, which number shall be provided to HACSB. The Project Manager shall establish a routine for communications with HACSB to provide a prompt and timely response to any concerns or problems that may arise. Time and frequency of direct meetings may vary as determined by HACSB. When the contractor or its agents are on the site, the Project Manager shall contact HACSB at least daily to review overall performance, receive special instructions regarding the scope of work or other pertinent items regarding the contract, and the contractor's performance. 4. Before the work commences, the contractor must provide a work schedule that is approved by HACSB. GENERAL SERVICE CALLS A. The contractor shall work with the Property Manager or their designated Senior Maintenance person to create and coordinate a routine tree trimming plan for each site. Proposed plan Page 16 of 25

17 should allow for complete trimming of all trees every 5 years. For example, 20% of the total trees each fiscal year. B. General Service requests made to Contractor prior to 12:30 P.M. shall be responded to within forty-eight (48) hours after the HACSB notification to Contractor. C. Work which exceeds five hundred dollars ($500), the Contractor shall furnish to the HACSB a report, which shall include a scope of work, bill of materials, fixed price, and time required for completion, and request written authorization from the HACSB. EMERGENCY SERVICE CALLS A. The Contractor shall be required to provide emergency/on call response to hanging limbs, wind damaged or down trees. This may be at night or during storm conditions. The Contractor will be given specific locations and the work to be done at each location via telephone call from a HACSB authorized representative. The Contractor shall be required to start the work indicated within two (2) hours of the initial telephone call and report back to the HACSB Representative upon completion of the work specified. B. The Contractor is required to provide 24-hour emergency phone numbers and names of a minimum of two (2) contact individuals within two weeks of award of contract. Should the phone number or contact person change during the course of the contract those changes must be provided to HACSB. C. The Contractor shall be required to provide all traffic control required during his emergency operations. Should the work involve any high voltage lines the Contractor shall be required to notify the responsible utility company. C. Work performed under the emergency provision of this contract shall be paid for on a per crew hour basis. This shall include all labor, tools, equipment, disposal fees, and materials necessary for doing the emergency work. D. Work which exceeds five hundred dollars ($500), the Contractor shall furnish to the HACSB a report, which shall include a scope of work, bill of materials, fixed price, and time required for completion, and request written authorization from the HACSB. WAGE RATE A. Contractor shall pay its employees that perform such work as stated within this RFP at a rate not less then HUD Determined Wage Rates $8.00 plus $.47 fringe benefits. CONTRACTORS EMPLOYEES 1. The contractor shall ensure that personnel are knowledgeable of all the requirements of these specifications. The contractor shall be responsible for instructing his employees in safety measures considered appropriate. CAL OSHA safety requirements shall be complied within all activities under this award. SITE CONTROL 1. Any areas being worked in shall be secured from public access, clearly marked, and barricaded, if necessary. At all times, work shall not interfere with ingress or egress of the building or normal operations by tenants, HACSB employees or vehicles. All surrounding surfaces and vegetation shall be protected from contact with any materials used in this project. Page 17 of 25

18 2. The contractor is solely responsible for damage to surrounding surfaces, facilities, vegetation, vehicles, or persons caused by its materials, equipment, workers, or agents. The contractor shall make every effort to maintain a clean, quiet, and orderly work area throughout the term of this project. No materials or equipment shall be left on the site when the contractor's workers are not present. The contractor is responsible for protecting the work from damage from any source prior to final acceptance. WORK SCHEDULE CLEAN UP A. The Contractor shall perform work when needed and requested, including day and night hours as well as weekends and holidays. B. The Contractor shall be required to visit the potential job site and submit a written quotation prior to the authorization of work, at no additional charge to the HACSB. The quotation shall be provided within three (3) business days of the original request, and shall include a detailed summary in accordance with the contract rates. If the quotation is accepted and the work performed, the Contractor s invoice shall not exceed the quoted A. At the completion of work, remove all materials, supplies, debris and rubbish and leave each area in a clean, acceptable condition. STANDARDS OF PERFORMANCE Services shall be performed under the Contract in a skillful and competent manner; consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. The vendor represents and maintains that it is highly skilled in the professional calling necessary to perform Tree Trimming Services. The vendor warrants that all employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. QUALIFICATIONS/LICENSES Qualified personnel shall perform all services. The vendor represents that it, its employees and subcontractors have all licenses, including the State of California contractor s license, permits, certifications, qualifications and approvals of whatever nature that are legally required to perform the Services, and that such licenses and approvals shall be provided upon contract award and maintained throughout the term of this Contract. SUBCONTRACTORS The vendor must disclose all subcontractors prior to being awarded the bid. EQUIPMENT AND PERSONNEL The vendor will provide all equipment, and trained personnel to provide timely tree trimming services. Provide a feedback mechanism to keep the HACSB informed on the status of each tree that is trimmed or completed work. The vendor must have (at a minimum) the following equipment and personnel: 1. Dump truck & chipper with operator 2. 60' Aerial Tower with operator 3. Stump grinder with operator Front End Loader with operator Ton Crane with operator 6. Roll-off Truck with operator (includes dump fees) FIXED FEE Provide a total price per tree for all work to be done. Page 18 of 25

19 EXPERIENCE The vendor shall be knowledgeable of matters pertaining to tree trimming services. The vendor must have a minimum of five (5) years' experience in providing quality tree trimming services. All crew members performing trimming services must also have an arborist license. The Housing Authority of the County of San Bernardino desires a vendor that considers tree-trimming services a high priority. WASTE DISPOSAL All tree branches, brush, tree trunks and other materials produced as a result of the Contractor's operations under this contract become the property of the contractor, and shall be removed at the end of the day regardless if the job is completed or not, because otherwise it will create a hazard and possible bodily injury and/or property damage. The Contractor will be required to reduce, reuse, recycle and/or transform all materials whenever possible. Their materials shall not be deposited in a landfill. Ensure all waste materials generated from the services are properly disposed of in accordance with all applicable laws and regulations. All costs for waste disposal are to be included in the Contract price. Provide details of method of disposal or name and license number of the company that will provide these services for you. The vendor must turn in all dump and weight slips for waste disposal BROCHURES The Contractor will provide brochures that are suitable to the Facilities Director and/or Property Manager, or their designee, that describe the tree trimming process and should be readily accessible to the citizens of San Bernardino. These brochures should be available in both English and Spanish. A sample brochure must be included with your bid submission. BILLING Billing is to be by address and shall include tree species, caliper, and variety (botanical and common), trim date, condition and appropriate data acceptable to the Property Manager or their designee. TREE INVENTORY DATABASE Facilities Management maintains a database of the existing trees in the HACSB. The Contractor will be responsible for providing the HACSB with information to keep the system current and accurate. PICTURES The Contractor is to supply, at no cost to the HACSB; some representative pictures of "before" and "after" trimming that are suitable for reproduction when requested by the HACSB. CONTRACTOR NON-COMPLIANCE A. lf the Property Manager or their designee determines that there are deficiencies in the performance of this Agreement, the Procurement and Contracts Department will provide a written notice to the vendor stating the deficiencies and specifying a time frame to correct the specified deficiencies. This time frame shall be at least a 30-day notice or as determined by the Procurement and Contracts Department, or the Property Manager, or their designee, to correct the specified deficiencies. B. Should the vendor fail to correct any deficiencies within the stated time frame, the Property Manager, or their designee, may exercise the following measures: 1. Deduct from the vendor's payment the amount necessary to correct the deficiency, including HACSB overhead costs and impose a deficiency deduction. 2. Withhold the entire or partial payment Page 19 of 25

20 2.01 MINIMUM PROPOSER REQUIREMENTS PART 2 CONTRACT PROVISIONS 1. The Contractor shall be a full time, commercial Tree Trimming Services contractor. Contractors not meeting this requirement will not be considered. The HACSB does not consider general contractors as meeting this requirement. 2. The Contractor shall possess and maintain a valid State of California contractor s License, Class B or appropriate specialty contractors license. 3. The Contractor shall provide evidence of his existence in the Tree Trimming Services business for a minimum of three (3) years. 4. The Contractor shall provide references from at least five (5) commercial facilities and/or municipalities for which work has been completed in the past 12 months. References shall be indicated in the BID FORM CONTRACT PRICING 1. Cost shall include all materials, equipment and labor for standard trimming services application. 2. Contractor shall provide rates for: Normal Work Rates, Holiday Rates, and Weekend Rates. Overtime work shall be performed only upon the HACSB s request. The Contractor will be compensated at a rate of 1.5 times the quoted hourly rate; this rate will also apply to work performed on holidays. 3. Supplies and materials shall be provided to the HACSB at manufacturer s suggested retail price, less discount. The discount shall be indicated on the BID FORM. 4. The following shall apply to all hourly rate pricing: 4.01 Regular time is defined as the HACSB s normal business hours which are 7:30 a.m. to 4:30 p.m., Monday through Friday Overtime work shall be performed only upon the HACSB s request by the Property Manager, or their designated Senior Maintenance person. 5. Holiday work shall be performed only upon the HACSB s request. Holidays that qualify for holiday rate billing are as follows: New Year s Day Memorial Day Labor Day Thanksgiving Day 6. All hourly rates quoted must include overhead, profit, travel and all administrative costs. Trip charges are not permitted under this contract. 7. The Contractor may be required to have the hours worked certified by HACSB personnel at the job site WORK AUTHORIZATION 1. The Contractor shall be required to visit the potential job site and submit a written quotation prior to the authorization of work, at no additional charge to the HACSB. The quotation shall be provided within three (3) business days of the original request, and shall include a detailed summary in accordance with the contract rates. If the quotation is accepted and the work performed, the Contractor s invoice shall not exceed the quoted amount unless previously authorized by the Property Manager or the Facilities Director or their designee. Page 20 of 25

21 To: EXHIBIT B Contact Information Form Angie Lardapide, Procurement and Contracts Dept. (900) Ext 6340, (909) Fax, alardapide@hacsb.com This fax is to acknowledge that we are in receipt of your RFP #PC777 Tree Trimming Services As-Needed and have noted our intention to bid. Vendor Name: Address: Contact/Title: Phone: Fax: I PLAN TO SUBMIT A BID. Yes, I will be submitting a bid. Maybe, I need to research and get more information (contact HACSB-information listed above) NO BID. Indicate any of the following. We: Do NOT desire to be retained on the vendor list. Desire to be retained on the vendor list, but decline to bid based on the following: Cannot comply with specifications/scope of work, Explain: Cannot meet delivery requirements, Explain: Do not regularly provide this type of product/service Other, Explain: Please update my information as listed above. HOW YOU FOUND OUT ABOUT THE BID. Indicate any of the following. We: Checked the agency website Received notice by fax or Newspaper Ad, please list paper: Trade Publication, please list: Plan Room, please list: Public Purchase Website: Other, Explain: Page 21 of 25

22 EXHIBIT C PROPOSAL FORM Proposal: Tree Trimming Services (as-needed basis) PC777 Vendor Name: To: The Housing Authority of the County of San Bernardino 715 E. Brier Drive San Bernardino, CA The undersigned, having familiarized themselves with the local conditions affecting the cost of the work, and with the Specifications, if any thereto, hereby proposes to furnish all labor, materials, equipment and services required to provide such service(s) described in the Scope of Work in accordance therewith, for the sum of: Item Description Yr Provide pricing per the specifications of RFP PC777 for: (note--all labor rates are subject to HUD Wage Requirements) 1 Cost per Tree Trimming 2 Cost per Tree Aesthetic Trimming 3 Cost per Palm Tree Trimming 4 Cost per Inch of Trunk Diameter on Tree and Stump Removal 5 Cost per Root Pruning 6 Cost per Tree Planting 7 Straight time rate (per hour) 8 Overtime rate (per hour) 9 Emergency Work -Call out Cost per Hour (includes all manpower, equipment, tools, traffic control, and disposal costs.) 10 Other Services (please list attach to sheet) Yr Page 22 of 25

23 Proposer may submit bids on a lot by lot basis (management point) and/or the entire proposal. Proposals will be accepted and awarded by geographic area. Contractors may submit proposals for all or some of the service areas. Successful Contractor(s) awarded for a service area will be required to provide their services to all locations within the geographic service area. This proposal submission covers the following areas: (check Yes or No) Service /Area Offices: Yes No Mt. Vernon Colton 772 Pine St. Colton, CA Waterman Gardens 425 Crestview Avenue San Bernardino, CA Medical Center-San Bernardino 1738 West 9 th St. San Bernardino, CA Waterman Gardens 402 Alder St. San Bernardino, CA Redlands, Highland, Loma Linda Yucaipa Redlands Public Housing 131 East Lugonia Redlands, CA Chino, Colton, Ontario, Montclair, Rancho Cucamonga, Fontana, Bloomington, Rialto Chino Public Housing Monte Vista Ave. Chino, CA Barstow Barstow Public Housing 421 South 7 th St. Barstow, CA Victorville, Apple Valley, Adelanto, Hesperia Barstow Public Housing 421 South 7 th St. Barstow, CA Palms, Yucca Valley, Joshua Tree Redlands Public Housing 131 East Lugonia Redlands, CA In submitting this proposal it is understood that the right is reserved by the Housing Authority of the County of San Bernardino to reject any and all proposals. If written notice of the acceptance of this proposal is mailed, telegraphed, faxed, or delivered to the undersigned within ninety (90) days after the opening thereof, or at any time thereafter before this proposal is withdrawn, the undersigned agrees to a contract/agreement in the prescribed form and furnish any required insurance requirements within ten (10) days after the contract is presented to him for signature. Page 23 of 25

24 NOTE: The penalty for making false statements in offers is prescribed in 18 U.S.C Date, 20 (Company Name) (Official Address) (By) (Title) (Contractors State License Number) (Telephone Number) Page 24 of 25

25 CURRENT CLIENT REFERENCES (REQUIRED) Submit this form with the BID, failure to do so is grounds for disqualification. Company Address City, ST, Zip Fax/Phone Numbers Contact Name/Title Type of Engagement Company Address City, ST, Zip Fax/Phone Numbers Contact Name/Title Type of Engagement Company Address City, ST, Zip Fax/Phone Numbers Contact Name/Title Type of Engagement Company Address City, ST, Zip Fax/Phone Numbers Contact Name/Title Type of Engagement Company Address City, ST, Zip Fax/Phone Numbers Contact Name/Title Type of Engagement Bidder s Company Name Legal Structure (corp./partner/proprietor) Principle Office Address City, ST, Zip Phone Number & Fax Numbers Federal Employer Identification Number Title of Person Authorized to Sign Print Name of Person Authorized to Sign Date Signed and Authorized Signature Page 25 of 25